Assistant Property Manager

What Sets Us Apart

As part of the Highwoods team, you're not just taking on a job; you're joining a culture that values integrity, collaboration, and growth. We believe our culture is the key to success in the dynamic world of commercial real estate. Every member of our team plays a role in defining and upholding this culture-it's not just words on a page, but a way of working and living every day.

When you join Highwoods, you'll bring your unique skills, experiences, and values to life through our shared mission. Together, we create a thriving workplace where every teammate has the support and opportunity to make a meaningful impact.

The Assistant Property Manager provides support to the Property Managers who are responsible for both the operational and financial health of their assigned portfolio. As an active member of the property team, the assistant property manager is responsible for enhancing the customer experience through execution of creative programming, community building, and strategic local partnerships; helping to foster a vibrant community atmosphere across the portfolio.

Responsibilities:

• Build strong customer relationships by proactively addressing customer concerns and inquiries, demonstrating a positive attitude and dedication to providing exceptional service.
• Assist with customer relations opportunities to promote open communication and trust between Highwoods and our customers.
• Assist with efforts to help drive customer retention, reduce churn, and increase overall customer satisfaction.
• Assist with customer and vendor correspondence and maintain communication templates for management staff use.
• Help ensure the strong financial performance of the assets within the assigned portfolio.
• Draft service agreements and contracts based on approved vendor proposals and manage the full execution process, including proposal review, contract preparation, internal approvals, execution via DocuSign, and maintaining complete and accurate contract records.
• Initiate customer billings as needed.
• Identify opportunities and offer recommendations to reduce operating expenses.
• Conduct regular property inspections to prevent problems/identify opportunities for improvement.
• Assist with review and monitoring of daily and outstanding work order reports and coordinate follow-up as needed.
• Assist with coordinating customer projects, work requests, move-ins, and move-outs, including follow-up on punch list items.
• Assist with ensuring optimal functioning of building systems, including HVAC, fire/life safety, elevators, and security systems.
• Review and understand leases related to the assigned portfolio.
• Adhere to company, division and department policies and procedures and ensure property compliance with OSHA standards, building codes, regulations, and governmental agency directives.
• Maintain property management emergency manuals, property lists, building data, customer data, and division information.
• Assist property managers with special events, customer engagement initiatives, and property management programs.
• Provide general administrative support to Property Management, Asset Management, Maintenance, and HVAC teams as needed.
• Input and maintain customer communications in chosen software platform.
• Assist with implementation of Asset Management and Property Management initiatives and special projects.
• Maintain active communication and assist with coordination during emergency situations as needed.

Requirements:

• Proactive attitude and a genuine passion for delivering exceptional customer experiences
• Effective organization and time management skills, with the ability to prioritize tasks and manage multiple projects simultaneously
• Strong interpersonal skills, including the ability to communicate effectively with diverse stakeholders and build positive relationships
• Proactive mindset with a focus on continuous improvement and problem-solving
• High level of professionalism, integrity, and discretion in dealing with sensitive information and situations
• Detail-oriented and analytical, with the ability to review leases, financial statements, and operational reports with accuracy
• Flexibility and adaptability to changing priorities and environments
• Excellent written and oral communication skills, with proficiency in MS Office and internet applications

Education/Experience:

• Bachelor's degree preferred or equivalent combination of education and experience
• 2 years of experience in a support or administrative role; commercial real estate experience is preferred.

Physical Demands:

This job operates in a professional office environment, as well as throughout a variety of properties. May be exposed to construction sites and various weather conditions. This role routinely uses standard office equipment such as computers, scanners, phones, and video conferencing equipment. While performing the duties of this job, the employee is regularly required to talk, hear, see, sit, stand, and walk for prolonged periods of time; required to use arms and hands to reach and handle. The employee may occasionally need to climb, balance, bend, and crouch. Must be able to inspect all areas of the properties, including roof and basement. The employee may occasionally lift, push, or pull up to 25 pounds. Ability to read, understand and to communicate information and ideas clearly in writing and orally required.